Middlebury

Gift processing

Revision as of 15:37, 5 January 2016 by Douglas Black (talk | contribs) (Large donations)
(diff) ← Older revision | Latest revision (diff) | Newer revision → (diff)

<< Back to Acquisitions Procedures

Circulation desk guidelines

  • Circ desk only accepts small donations (1-3) items; large bags or boxes are not accepted
  • Circ staff refer gift-givers to go/lisgifts or Head of Collections

Procedures for small gifts from alumni, alumni authors, foundations, faculty members, presses, etc.

  • Unpack or retrieve from Circ desk
  • Hardcover: we will not keep books published prior to 1995
  • Paperback: we will not keep books published prior to 2005
  • Joseph/Ginny examine for quality: we do not keep if they would need extra P&P work
  • Search Midcat, NExpress
  • Do not keep earlier editions if later editions exist
  • Head of Collections reviews if we do not already own: moves to booksale truck or leaves on shelf to be cataloged


Large donations

  • Liaisons, Head of Collections Management participate in the review
  • Search Midcat, NExpress
  • Preferred: add what is not duplicated in NEXPRESS
  • Books to Cataloging
  • Booksale duplicates
  • Add titles we do not own

MARC 541 field

  • All added gifts are given a 541 field (setup as a macro) which states donor name and fiscal year. This is for statistical record keeping
  • Special Collections materials should note gift information on flag
  • Add the 541 field for anonymous donations, i.e. 541 |a Anonymous
  • 541 |a Name |c Endowed Fund 200753 |d Date of gift


Class year for Middlebury graduates

  • Use all four numerical digits for Middlebury class years AND "Class of" so as not to confuse a graduate of '12 (i.e. 1812 vs. 1912 vs. 2012)
  • Example: Francis Leroy Graham Agnew Class of 1929 Fund


DVDS

  • Head of Collections reviews if we do not already own: moves to booksale truck or leaves on shelf to be cataloged
  • If DVD is a copy of current collection, either add as 2nd copy, or keep duplicate in room 133 in the Replacement DVD cabinet: for when owned videos get lost or damaged
  • Add the 541 field for dvd donations

Acknowledgment Letters

  • Advancement needs copies of all acknowledgment letters, to be sent to Deb Wales (dwales@middlebury.edu) and Brenda Currier (currier@middlebury.edu). Scanned/emailed copies are fine.
Powered by MediaWiki